Executive Assistant

Kraken Robotic Systems Inc.; Dartmouth; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

MS Office proficiency

Job summary

Kraken Robotic Systems Inc. seeks an Executive Assistant to provide high-level administrative support to senior executives across North America. Responsibilities include managing calendars, coordinating travel, and producing professional correspondence and briefing materials.

The role requires post-secondary business education and 7 years of executive-level experience, with excellent communication and organizational skills. Location options include Dartmouth, NS or select remote locations.

Qualifications

• Post secondary diploma in a business administration or related field.
• 7 years’ experience in an executive level business support/administrative role supporting multiple geographically distributed partners.
• Outstanding time management and organizational skills in a demanding fast-paced environment.
• Strategic thinking and problem-solving to anticipate executives’ needs.
• Agility and flexibility with proactive follow-through.
• Ability to conduct research and create reports or presentations.
• Superior communication and stakeholder relationship skills.

Responsibilities

• Overseeing all incoming and outgoing communications for executives, including emails, phone calls, reports, and internal & external correspondence.
• Creating, editing and producing professional documents, such as reports, meeting notes, emails, letters, presentations, and reports.
• Managing multiple executives’ calendars, including adding events, scheduling/rescheduling appointments and providing daily briefings.
• Acting as the first point of contact for internal and external partners seeking time with the executives, including vendors, colleagues, clients, and customers.
• Conducting research and creating briefing documents on various topics based on the needs of the executive team.
• Managing travel schedules and bookings for multiple executives using dedicated agents and travel tools.
• Planning and organizing virtual and in person events and meetings both on company facilities and at partner locations when used. Includes booking meeting spaces, organizing refreshments, ensuring supplies and collateral are available, room set up/clean up, and ensuring follow up actions and documents are provided.
• Organizing, maintaining, printing, distributing and storing important information and documents.

Skills

Time management

Organization

Strategic thinking

Problem solving

Research

Attention to detail

Communication

Adaptability

Stakeholder management

Education

Post-secondary diploma in business administration or related field

Tools

MS Office

Job description

About this position

Build your career with Kraken Robotics. Make a difference to others. If innovation drives you, and you want a career that makes a difference to the world, helping humanity overcome the challenges in our oceans – safely, efficiently, and sustainably – then come join us at Kraken Robotics.

Kraken Robotics is currently recruiting for an Executive Assistant to join our team in Dartmouth, NS or in select remote locations.

The Executive Assistant provides high level administrative support to a group of senior executives spread across several geographic locations primarily in North America. They act as a strategic partner to boost executive team cohesion, effectiveness and productivity.

Roles and Responsibilities

• Overseeing all incoming and outgoing communications for executives, including emails, phone calls, reports, and internal & external correspondence.
• Creating, editing and producing professional documents, such as reports, meeting notes, emails, letters, presentations, and reports.
• Managing multiple executives’ calendars, including adding events, scheduling/rescheduling appointments and providing daily briefings.
• Acting as the first point of contact for internal and external partners seeking time with the executives, including vendors, colleagues, clients, and customers.
• Conducting research and creating briefing documents on various topics based on the needs of the executive team.
• Managing travel schedules and bookings for multiple executives using dedicated agents and travel tools.
• Planning and organizing virtual and in person events and meetings both on company facilities and at partner locations when used. Includes booking meeting spaces, organizing refreshments, ensuring supplies and collateral are available, room set up/clean up, and ensuring follow up actions and documents are provided.
• Organizing, maintaining, printing, distributing and storing important information and documents.

Qualifications and Experience

• Post secondary diploma in a business administration or related field
• 7 years’ experience in an executive level business support/administrative role supporting multiple geographically distributed partners
• Outstanding time management and organizational skills in a demanding fast-paced environment
• Strategic thinking skills combined with the ability to solve problems, anticipate the executives’ needs, and be solution-oriented, proactively alerting the executives of potential risks
• Agility and flexibility in response to changing priorities and needs with proactive follow-through
• Ability to conduct research and create reports or presentations
• Expert MS Office skills with significant experience in preparing polished and professional documents
• Exceptional attention to detail with the ability to organize complex data and patterns
• Adaptable with an innate ability to learn quickly
• Superior communication skills with strong ability to built rapport with stakeholders of all levels